Scheduling an AFM Conference/Meeting Room at the George Washington Carver Center

1. Scheduling an AFM Conference/Meeting Room at the George Washington Carver Center Great Meeting Room!!!

2. Overview • You will learn the 6 steps for scheduling and cancelling an AFM Conference/Meeting Room. 6 5 4 3 2 1

3. The 6 Steps: • Booking Conference/Meeting Room • Inviting Attendees • Checking Availability • Booking and Confirmation • Deleting a Conference/Meeting Room • Changing an Appointment

4. Microsoft Outlook Requirements • You must be connected to Microsoft Exchange and not be working offline. • You must be using Microsoft Office Outlook. Note: You must be connected to Microsoft Exchange (Figure 1) to reserve a conference room. If your computer is offline, you will not be able to reserve a conference/meeting room (Figure 2). Please contact the Helpdesk for assistance. Figure 1 Figure 2

5. Microsoft Outlook Requirements (continued) • You must customize your toolbar • Click on Tools • Click on Customize This diagram screen will appear (See Figure 3) • Figure 3 • Make sure all the boxes • are checked • Click Reset • Click Close

6. STEP 1Booking a Conference Room/Meeting Room: • Go to the calendar (Figure 4). Make sure you have customized your toolbar as shown on Figure 3. Click on New (red arrow) and the screen (Figure 5) will appear. IMPORTANT – From this screen, you may type your meeting subject, select the date (start time and end time), and type any additional information you wish to communicate to the attendees (the red arrows indicate these positions). Also, add the contact person and a phone number in the box as shown (the black arrow indicates this position). • Proceed to Step 2 Figure 5 Figure 4

7. STEP 2 Inviting Attendees • From the toolbar click on Appointment (Figure 6). • The screen will appear (Figure 7). • From the toolbar click on Invite Attendees (as indicated by the red arrow) Figure 7 Figure 6

8. Inviting Attendees (Continued) • The screen will appear(Figure 8). • Click on To(indicated byred arrow). • (Figure 9) screen will appear Figure 9 Figure 8

9. Inviting Attendees (Continued): • In the Select Attendees and Resources dialog box, in the Search box, enter the name of a person(s) that you'reinviting. Select the name from the results list and clickRequired (as indicated byred arrow) at the bottom of the screen. • To add the desired conference room (s), in the Select Attendees and Resources dialog box, in the Search box, enter the name of the desired conference room (All AFM conference rooms are listed as GWCC-Conf Room XXXX)that you'reinviting. Select the conference room from the results list and clickResources(as indicated by theblack arrow) at the bottom of screen. • FYI: You can check the availability on one or more people or resource by adding them to the appropriate areas. • Then SelectOKat bottom of screen (indicated by purplearrow). Figure 9 (continued)

10. Inviting Attendees (Continued): • The screen will appear (Figure 10). • Click on Scheduling (indicated by blue arrow). • Proceed to Step 3 Figure 10

11. STEP 3CheckingAvailability • The screen will appear (Figure 11). The attendee (s) and resource (s) you added from the address book will show under the All Attendees column (indicated by red arrow). The Day viewarea is where you will check to see the availability for the attendee (s) and resource (s) you added. • The shaded marks at the bottom of the screen (see the light bulb– it’s red arrowpoints to the shaded marks): Blue (busy), Blue w/ slashes (tentative), Purple (Out-of-Office), White and Black Slashes (no information), and Clear (outside of working hours). The shaded marks would indicate if the added attendee (s) and resource (s) are busy (unavailable) or available between thegreen and red vertical lines in the Day View area. Figure 11 Day View Area Shaded Marks

12. Checking Availability (Continued): Here are two examples demonstrating attendee (s) and resources unavailable and available. Example 1: It appears the attendees and resource selected are available at 8:00 AM – 12:00 Noon on December 20th because between the greenand red vertical lines there’s no information (free for an appointment – indicatedby red arrow). Example 2: Note: It appears the attendee and resources selected are unavailable at 9 AM – 11 AM on December 19th because between the greenandred vertical lines there’s adark blue highlight (busy – indicated by red arrow). Day View Area Example 1 Day View Area Example 2

13. Figure 12b Checking Availability (Continued) IMPORTANT: If you selected multiple resources to check the availability, then you need to determine the resource you don’t want by right double clicking on the conference room name (Figure 12). The pop up (Figure 12b) will appear. Select Clear (see the heart symbol). Repeat the function to clear all the resources you don’t want. Proceed to Step 4 Figure 12 Click Clear

14. STEP 4Booking and Confirmation • Once you have removed any unwanted resources, Click Send from the toolbar (as indicated by red arrow)

15. Booking and Confirmation (Continued)Nextyou will receive a notification asking: Would you like to update your own Calendar now? (Figure 14).If you selectYES– the meeting will post to your own Calendar and will not appear in your in box. Figure 14

16. Booking and Confirmation (Continued) • You will receive an email in your Inbox, notifying you that your appointment has been accepted.

17. STEP 5Deletinga Conference/Meeting Room Reservation: There are several ways to cancel a meeting: • If you decide to cancel a meeting you initiated, either open up the meeting from your in box (Figure 15). • Click Delete (Figure 16). The e-mail vanishes from your in box. Figure 16 Click below the X Figure 15 Mail in Outlook in box

18. Deleting a Conference/Meeting Room Reservation (Continued)Or you may open up the meeting from your calendar(Figure 17) When you right click, the pop up will appear (Figure 18) and then click Delete. Figure 17 Own (Personal) Calendar Figure 18 Near the X

19. Deleting a Conference/Meeting Room (Continued) You should receive a pop up (Figure 19). The default is: The meeting “AFM’s Conference Room” was already accepted; either chose “Delete and send a response to the meeting organizer (the notification will go to all invited attendees)” or “Delete without sending a response (the notification will not go to the attendees)”and then click OK. The screen will appear (Figure 20) and you may either send a comment to the attendee (s) or chose not too send a comment. Figure 19 Figure 20

20. STEP 6Change and Appointment • Open the appointment, event, or meeting that you want to change. • Do one of the following: • Change options for an appointment that is not part of a series • On the Appointment tab, change the options, such as subject, location, and time that you want to change, and then click Save and Close. • Change options for all items in a series • In the Open Recurring Item dialog box, click Open the series • On the Appointment tab, change the options, such as subject, location, and time, that you want to change. • To change recurrence options, on the Appointment tab, in the Options group, click Recurrence. Change the options, such as time, recurrence pattern, or range of recurrence, and then click OK. In Calendar, you can drag the appointment, event, or meeting to a different date .

21. A list of AFM’s Conference/Meeting Rooms is available on the RPMB website If you experience any computer problems, please contact the Helpdesk on 1-866-802-4877. Please call the Facilities Division, Real Property Management Branch on 504-1224 with any concerns regarding scheduling an AFM Conference/Meeting Room.